SALESFORCE

PROJECT
By Avinash Varikuti
 Salesforce Project
Project Overview:
Project title Name: Techi Tales Salesforce Implementation

Client: Techi Tales

Sector: Health Care

Techi Tales, a prominent healthcare client, has embarked on a transformative journey to

modernize its customer relationship management (CRM) system. This project marks the
transition from Lotus Notes, their current CRM tool, to Salesforce, a world-renowned
CRM platform. The Techi Tales Salesforce Implementation project aims to enhance data
management, streamline customer service, and ensure data security and integrity in
alignment with the healthcare industry's stringent standards.

Project Objectives:

The primary objectives of this project are as follows:

● Migrate existing data from Lotus Notes to Salesforce while preserving data
integrity and accuracy.
● Create custom objects and fields in Salesforce to represent General Requests,
Private Requests, and Restricted Requests to cater to Techi Tales' specific
requirements.
● Implement workflow automation for email notifications, facilitating real-time
communication among Techi Tales staff.
● Establish a robust data security model using Salesforce's Organization-Wide
Defaults (OWD) to ensure data privacy and access control.
● Provide comprehensive user training to enable Techi Tales staff to efficiently
leverage Salesforce.
 ● Create custom reports and dashboards to provide real-time insights into case
status, resolution times, and customer satisfaction.
● Configure Salesforce to use 10 built-in email templates for consistent and
professional communication with clients.

Team Size:

1. Salesforce Admin (2 people)

2. Developer (1 Person)

3. Tester

4. Business Analyst

Planning:

Project Phases and Timeline:

Phase 1: Project Initiation (1 week):

● Meet with the stakeholders to define project objectives and gather requirements.
● Document the current processes in Lotus Notes.
● Identify the 10 built-in email templates suitable for healthcare communications.
● Create a project charter and scope document.

Phase 2: Data Migration and Object Design (2 weeks):

● Migrate existing data from Lotus Notes to Salesforce.

● Define and create necessary objects (e.g., General Request, Private Request,
Restricted Request).
● Define and create fields required for these objects.
● Set up Record Types to differentiate request types.
 ● Establish a basic data security model using Salesforce's OWD
(Organization-Wide Defaults).

Phase 3: Workflow Automation (3 weeks):

● Configure workflow rules to automate email notifications for data creation and
updates.
● Create email alerts using the 10 built-in email templates.
● Define and implement approval processes if needed.
● Ensure that automated emails are sent to the right recipients based on the
request type.

Phase 4: Training and Testing (2 weeks):

● Provide Salesforce training for Techi Tales staff.

● Conduct user acceptance testing (UAT) to identify and resolve any issues.
● Ensure that the system meets the needs of different user roles, including
Salesforce Admin, Techie Platform Users, and Private Persons.

Phase 5: Deployment and Go-Live (1 week):

● Plan and execute the deployment of the Salesforce solution.

● Monitor and support the system during the initial phase of use.
● Address any issues or concerns that arise during the go-live period.
● Celebrate a successful transition from Lotus Notes to Salesforce!

Phase 6: Post-Implementation Review and Enhancements (Ongoing):

● Continuously monitor system performance and user feedback.

● Identify opportunities for enhancements based on user experiences.
● Consider additional automation or customizations if required, within the
out-of-the-box capabilities.
Key Points to Consider:

● Collaborate closely with the Techi Tales team throughout the project.
● Maintain clear communication channels with all stakeholders.
● Ensure that all security and data privacy regulations for healthcare are adhered
to.
● Keep documentation updated for future reference and training.

Overview For Team:

This project plan emphasizes utilizing Salesforce Admin capabilities and out-of-the-box
features to meet Techi Tales' requirements. Team of four will work collaboratively to
transition the client to Salesforce successfully. Regular communication, training, and
post-implementation reviews will be crucial for a smooth transition and long-term
success. Good luck with the project!
 Execution
Let's outline how the Salesforce Architect can effectively assign work to the team in
consultation with the business analyst, Scrum master, client, and team leader to ensure
a smooth project execution. This is a critical phase in the project to ensure everyone is
on the same page and aligned with the objectives.

Meeting Agenda: Assigning Work for Techi Tales Salesforce

Implementation

Participants:

1. Salesforce Architect

2. Business Analyst

3. Scrum Master

4. Client

5. Team Leader

Meeting Goals:

1. Discuss the project requirements and scope.

2. Define roles and responsibilities for the project team.

3. Allocate tasks based on each team member's expertise.

4. Create a shared understanding of the project's objectives.

Meeting Outcomes:

1. Project Overview and Scope:

● Review and confirm the project charter and scope document.

● Ensure all stakeholders have a clear understanding of the project's goals and
deliverables.

2. Team Roles and Responsibilities:

Define the roles and responsibilities of each team member:

○ Salesforce Admin : Responsible for overall Salesforce configuration and

setup.
○ Business Analyst: Assist in gathering and documenting detailed
requirements.
○ Scrum Master: Ensure agile project management, including sprint
planning and coordination.
○ Developer: Support Salesforce customization if required.
○ Team Leader: Oversee the work of the Salesforce Admin and Developer.

3. Task Allocation:

Assign specific tasks to team members based on their roles and expertise:

Salesforce Admin:

○ Data migration from Lotus Notes to Salesforce.

○ Object creation, including General Request, Private Request, and
Restricted Request.
○ Field creation and Record Type setup.
○ Workflow automation and email notifications.
○ OWD configuration.
Business Analyst:

○ Assist in gathering and documenting detailed requirements from Techi

Tales.
○ Collaborate with the Salesforce Admin to ensure requirements are met.

Scrum Master:

○ Lead agile project management, including sprint planning, daily stand-ups,

and backlog management.
○ Ensure smooth coordination and communication within the team.

Developer (if needed):

○ Be on standby to provide technical support, customization, or integration if

required.
○ Collaborate closely with the Salesforce Admin.

4. Project Timeline:

○ Review the project phases and associated timelines.

○ Ensure that all team members are aware of their respective deadlines.
○ Discuss any dependencies and potential bottlenecks.

5. Client Expectations:

○ Confirm the client's expectations and any specific requirements they may
have.
○ Ensure that client feedback is addressed throughout the project.

6. Communication and Reporting:

● Establish a clear communication plan for regular updates and status reports.
● Identify the channels and frequency of communication.
Task Allocation

Let's outline the specific requirements that the Team Leader and Business Analyst will
assign to their team members based on the Techi Tales Salesforce Implementation
project.

Requirements:

1. Salesforce Admin:

● Data Migration: Migrate existing data from Lotus Notes to Salesforce while
ensuring data integrity and accuracy.
● Object and Field Creation: Define and create the necessary objects: General
Request, Private Request, Restricted Request.Create the required fields for
these objects.
● Record Types:Set up Record Types to differentiate request types.
● Workflow Automation: Configure workflow rules to automate email notifications
for data creation and updates.Set up email alerts using the 10 built-in email
templates.
● Data Security: Establish a basic data security model using Salesforce's OWD
(Organization-Wide Defaults).
● Communication:Regularly communicate progress and issues to the Team Leader
and the Business Analyst.

2. Developer (if needed):

● Technical Support: Be prepared to provide technical support and customization if

required.
● Collaborate: Work closely with the Salesforce Admin to ensure seamless
integration of any custom components.
● Communication: Keep open channels of communication with the Team Leader.
Requirements for Business Analyst:

1. Gathering and Documenting Requirements:

● Work with Techi Tales staff to gather and document detailed requirements.
● Ensure that the requirements align with Techi Tales' business processes.
● Collaborate with the Salesforce Admin to validate that the gathered requirements
can be met within Salesforce's out-of-the-box capabilities.
● Maintain clear and organized documentation of requirements.

2. Communication and Collaboration:

● Work closely with the Salesforce Admin to ensure that the system meets Techi
Tales' needs.
● Keep lines of communication open with the Team Leader and the rest of the
team.
● Relay client feedback and requirements effectively to the team.
● Ensure that client expectations are addressed throughout the project.

3. Quality Assurance:

● Verify that the implemented Salesforce solution meets the documented

requirements.
● Identify and report any deviations or issues.
● User Acceptance Testing (UAT) - Coordinate UAT activities to identify and
resolve any issues.

4. Documentation:

● Maintain Detailed Records: Keep comprehensive documentation of the

project, including requirements, feedback, and testing results. Ensure that
documentation is accessible to the team.
Task Allocation:

Here's a breakdown of tasks for the Salesforce Admin over the next Couple of days for
the Techi Tales Salesforce Implementation project:

Data Migration:

● Review the data to be migrated from Lotus Notes to Salesforce.

● Prepare the data for migration, ensuring it's clean and accurate.
● Start the data migration process, considering the best data import tools available
within Salesforce.

Object and Field Creation:

● Define the General Request, Private Request, and Restricted Request objects.
● Create the necessary fields for these objects, ensuring they align with Techi
Tales' requirements.
● Set up Record Types for these objects to differentiate request types.

Workflow Automation and Email Notifications:

● Configure workflow rules to automate email notifications for data creation and
updates.
● Ensure that email alerts are set up using the 10 built-in email templates provided
by Salesforce.
● Test the email notifications to verify they work as intended.

Data Security and OWD:

● Establish a basic data security model using Salesforce's Organization-Wide

Defaults (OWD).
● Define sharing rules and permissions to ensure that data is accessible to the
right users based on Techi Tales' requirements.
● Verify the security settings to maintain data privacy, which is crucial in the
healthcare industry.
Final Testing and Documentation:

● Conduct a final review of the work done so far, ensuring that all objectives are
met.
● Collaborate with the Team Leader and Business Analyst to ensure alignment with
project requirements.
● Document the configuration settings and changes made during the week.Prepare
for a status update meeting with the team to share progress and address any
issues.

Remember to maintain open communication with the team and stakeholders throughout
these tasks and seek their input if needed. Regular updates and testing are essential to
ensure the successful implementation of Salesforce for Techi Tales.

Certainly, here's a task breakdown for the Developer (if needed) over the next 5 days for
the Techi Tales Salesforce Implementation project:

Tickets For tasks

Here are five tickets with a 3-point story line for the Salesforce Admin for the Techi Tales
Salesforce Implementation project:

Ticket 1: Data Migration (3 Points):

Summary: Migrate existing data from Lotus Notes to Salesforce.

Description:This ticket involves preparing the data for migration, ensuring data integrity,
and initiating the migration process. Collaborate with the team to make sure data is
accurately transferred.

Solution Design : To migrate data from Lotus Notes to Salesforce, follow these steps:

● Export data from Lotus Notes in a compatible format.

● Clean and validate the data to ensure integrity.
 ● Map data fields from Lotus Notes to Salesforce.
● Use Salesforce Data Import tools to initiate the migration process.
● Collaborate with the team to validate data accuracy.

Ticket 2: Object and Field Creation (3 Points)

Summary:Define objects and fields for General Request, Private Request, and
Restricted Request.

Description:In this task, create the necessary objects and fields for the three request
types. Ensure that the field configurations align with Techi Tales' specific requirements.

Solution Design: Define objects and fields for General Request, Private Request, and
Restricted Request in Salesforce:

● Create custom objects for each request type.

● Define custom fields, including data types and picklists as needed.
● Ensure field configurations meet Techi Tales' specific requirements.
● Set up relationships between objects if necessary.

Ticket 3: Workflow Automation and Email Notifications (3 Points)

Summary: Configure workflow rules for email notifications.

Description: Set up workflow rules to automate email notifications for data creation and
updates. Verify that email alerts are functioning correctly and notify the team of any
issues.

● Define workflow rules for data creation and updates.

● Specify the criteria that trigger email notifications.
● Set up email alerts with appropriate email templates.
● Test the workflow rules to ensure they function correctly.
● Notify the team if any issues are identified.
Ticket 4: Data Security and OWD (3 Points)

Summary: Establish basic data security using Salesforce OWD.

Description: Define the Organization-Wide Defaults (OWD) for data security. Configure
sharing rules and permissions to ensure data access aligns with Techi Tales' privacy
requirements.

Solution Design : Establish data security using Salesforce OWD:

● Define Organization-Wide Defaults (OWD) to restrict data access.
● Create sharing rules to grant access based on specific criteria.
● Configure field-level security to control access to sensitive data.
● Ensure data access aligns with Techi Tales' privacy requirements.

Ticket 5: Final Testing and Documentation (3 Points)

Summary: Conduct final testing and document the project work.

Description: Review the entire project for accuracy and alignment with requirements.
Collaborate with the team to ensure all objectives are met. Document all configurations
and changes made during the project.

Solution Design: Conduct final testing and document the project work:
● Review the entire project to verify alignment with requirements.
● Collaborate with the team to ensure all project objectives are met.
● Document all configurations and changes made during the project, including
object and field definitions, workflow rules, and security settings.
Detail steps to Solution Design: Object and Field Creation

The objective of this solution design is to create the necessary objects and fields within
Salesforce to support the differentiation of request types, specifically General Request,
Private Request, and Restricted Request.

Object and Field Creation:

1. Object Definition:

Create three custom objects in Salesforce to represent the request types:

- General Request

- Private Request

- Restricted Request

Define each object with the necessary attributes and settings.

2. Field Creation:

● For each custom object, create the required fields that will capture relevant
information and attributes for the requests.
● Consider standard Salesforce field types such as text, picklists, date, and lookup
fields.
● Define validation rules if necessary to ensure data accuracy.

3. Field Mapping:

● Map the fields of the custom objects to the specific requirements of Techi Tales
for each request type.
● Ensure that the field mappings align with the business processes and data
collection needs.
4. Record Types:

● Set up Record Types to distinguish the different request types.

● Define the specific layouts and picklist values for each record type.
● Assign Record Types to the respective profiles or users who will interact with
them.

5. Page Layouts:

● Create custom page layouts for each object to ensure that users see the relevant
fields and information based on the request type.
● Customize the layout to enhance user experience and data entry efficiency.

6. Validation Rules:

● Implement validation rules to enforce data quality and prevent incorrect data
entry.
● Ensure that validation rules are designed to meet the specific criteria for each
request type.

7. Testing and Documentation::

Thoroughly test the newly created objects and fields for data accuracy and
functionality. Collaborate with the Techi Tales team to validate that the objects and fields
meet their requirements. Maintain detailed documentation of the created objects and
fields, including their purpose, configurations, and field mappings. Create user-friendly
documentation for future reference and training.

Conclusion:

The creation of custom objects and fields is a crucial step in the Techi Tales Salesforce
Implementation project. This solution design outlines the process of creating and
customizing objects and fields, ensuring that they meet the requirements of General
Request, Private Request, and Restricted Request. Regular collaboration with the team
is essential to address any issues and ensure alignment with the project's goals.
Here are 20 scenarios that can be addressed using Salesforce within
the Techi Tales Salesforce Implementation project:

1. Case Management: Techi Tales receives customer service requests via email. Create
a case management system in Salesforce to track, assign, and resolve these requests
efficiently.

2. Email Integration: Integrate Salesforce with Techi Tales' email system to automatically
log and track email communications related to customer requests.

3. Automated Notifications: Set up automated email notifications to inform Techi Tales

staff when a case has been assigned or updated.

4. Record Ownership: Define record ownership rules in Salesforce to ensure that the
right personnel have access to and responsibility for specific cases.

5. Request Categorization: Implement a field for categorizing customer requests based

on their nature, such as "Billing," "Technical Support," or "General Inquiry."

6. Approval Processes: Design an approval process within Salesforce for specific types
of customer requests that require managerial review before resolution.

7. Reporting and Dashboards: Create custom reports and dashboards to provide Techi
Tales with real-time insights into case status, resolution times, and customer
satisfaction.

8. Data Migration Logs: Develop logs and reports to track and verify the success of data
migration from Lotus Notes to Salesforce.

9. User Training: Utilize Salesforce to create a training module to onboard Techi Tales
staff on using Salesforce for case management.
10. Client Data Security: Implement robust data security measures in Salesforce to
ensure that sensitive client information is accessible only to authorized personnel.

11. Email Template Integration: Integrate the 10 built-in email templates into Salesforce
for streamlined communication with clients.

12. Approval Workflow: Create an approval workflow within Salesforce to facilitate the
approval of high-priority requests from Techi Tales' clients.

13. Custom Objects for Health Data: Develop custom objects to store and manage
health-related data in accordance with healthcare industry regulations.

14. Data Backups: Schedule regular data backups and storage in Salesforce to ensure
data recovery in case of any system issues.

15. Mobile Access: Configure Salesforce for mobile access, allowing Techi Tales staff to
manage cases and access data on the go.

16. Customer Portal: Set up a customer portal in Salesforce, allowing Techi Tales'
clients to log their requests and track their status online.

17. Data Archiving: Implement data archiving to maintain efficient data storage and
retrieval within Salesforce.

18. Knowledge Base: Create a knowledge base in Salesforce to provide Techi Tales'
clients with self-help resources and FAQs.

19. Customer Surveys: Use Salesforce to design and send automated customer
satisfaction surveys after case resolution.

20. Integration with Techi Tales Systems: Integrate Salesforce with other systems used
by Techi Tales, such as their healthcare records system, to ensure seamless data flow
and accessibility.
These scenarios demonstrate how Salesforce can address various aspects of the Techi
Tales Salesforce Implementation project, from case management to data security and
client communication. Tailoring Salesforce to specific project requirements can greatly
enhance efficiency and customer satisfaction.

Project Conclusion: Techi Tales Salesforce

Implementation
The Techi Tales Salesforce Implementation project has been successfully concluded,
marking a significant milestone in transitioning Techi Tales from Lotus Notes to
Salesforce. This project, spearheaded by the Salesforce Admin and supported by a
dedicated team, has brought about transformative changes in how Techi Tales manages
its customer requests and data.

Key Achievements:

Certainly, here are the project highlights in a bulleted list format without side headings:

● Meticulous data migration from Lotus Notes to Salesforce, maintaining integrity

and accuracy.
● Creation of custom objects and fields for General, Private, and Restricted
Requests, tailored to Techi Tales' needs.
● Implementation of workflow automation for timely email notifications on case
updates and assignments.
● Establishment of robust data security using Salesforce's Organization-Wide
Defaults and precise sharing rules to meet healthcare industry standards.
● Comprehensive user training to empower Techi Tales staff for effective
Salesforce usage in case management, data entry, and reporting.
● Seamless integration with Techi Tales' email system, ensuring automatic tracking
of customer request emails.
● Development of custom reports and dashboards for real-time insights, facilitating
data-driven decisions.
 ● Utilization of 10 built-in email templates in Salesforce for consistent and
professional client communication.
● Stringent data security measures guaranteeing the confidentiality of client
information, accessible only by authorized personnel.
● Configuration of Salesforce for mobile access, enabling efficient case
management on the go.

Conclusion:

As the project concludes, it is crucial to maintain regular monitoring and support to

address any issues or enhancements that may arise during the initial phase of
Salesforce usage. Continued collaboration between the project team and Techi Tales
staff will be pivotal in sustaining the project's success and realizing its long-term
benefits.

This project exemplifies the power of Salesforce in streamlining processes, enhancing

data management, and improving customer service in the healthcare industry. It serves
as a testament to the importance of leveraging technology to meet the evolving needs
of clients and to maintain data integrity and security in healthcare data management.

Thank you
Thank you for reviewing this project. If you would
like to provide feedback, engage in a discussion,
or request more projects, please feel free to
connect with me.
Contact Details:
Email: [email protected]
Linkedin: Avinash varikuti